Supplier evaluation checklist
A compact checklist for comparing suppliers without relying on inflated claims. Use it before samples, purchase orders, or deeper audits.
1. Basic identity and fit
- Company name, address, website and contact person are consistent across documents.
- Business scope matches the requested product category.
- Factory/trading role is stated clearly; no unsupported manufacturer claims.
- Product photos, datasheets or manuals match the quoted model.
2. Communication quality
- Replies answer the actual specification, not only a generic price.
- MOQ, lead time, sample policy and payment terms are written clearly.
- Unclear requirements are questioned before quotation.
- Critical promises are confirmed in writing before payment.
3. Documents and compliance
- Request only relevant certificates, reports, manuals or declarations.
- Check document names, product models, issue dates and issuing bodies.
- Do not treat a certificate screenshot as final proof for regulated goods.
- For safety-sensitive products, plan third-party inspection or local expert review.
4. Sample and order risk
- Define acceptance criteria before ordering samples.
- Compare sample quality with bulk production requirements.
- Separate tooling/customization costs from product unit price.
- Keep shipment, warranty, spare parts and after-sales responsibilities explicit.
Simple scoring model
Score each area from 0 to 3: 0 = unknown or risky, 1 = partly answered, 2 = acceptable, 3 = clear and verified. A supplier below 8/12 should not receive a high-value order without additional verification.
Identity and product fit: __ / 3 Communication quality: __ / 3 Document relevance: __ / 3 Sample/order risk control: __ / 3 Total: __ / 12 Decision: proceed / request clarification / reject / audit first